Committee+Meetings

=Minutes, agendas etc for VIDM Committee meetings=  **Contents** Meeting Notes 3 April 2013 Agenda 3 April 2013 Meeting notes 17/18 March 2013 Agenda 17/18 March 2013 Meeting notes 27/28 February 2013 Agenda 27/28 February 2013 Meeting notes 12 February 2013 Agenda 12 February 2013



Meeting Notes 3 April 2013
Back to Table of Contents - Make 3 Adobe Connect Rooms 1 Meetings room @https://c.deic.dk/vidm/ 2 Practice room @https://c.deic.dk/vidmpracticeroom/ 3 Conference room @https://c.deic.dk/vidmconference/ - Include University College Lillebaelt (UCL), Denmark, logo on all materials as one of the event sponsors. - Update and publish information on the wiki on how to access the Adobe Connect room etc ||. ADV
 * 1. Review Actions**
 * **Action** || **Person**
 * responsible** || **Status** || **Comments** ||
 * Virtual Meeting Room

SS

SS/ADV ||. Done

Done

Done ||. Practice room is set to allow anyone in at any time. Conference room set so that people cannot get in until a host is there – should that be changed?

Please can everyone check/edit? || - Confirm program - Ask Maori midwifery students if they would like to open the VIDM again this year. - Organise a plan for how to facilitate a closing photo show. - ARM to be invited to plan a short opening address - *Update the wiki with information for speakers so that when speakers are confirmed, they can be directed to the wiki for what to do next - Chase up Frances Day-Stirk about a time that she is available so we can confirm when the conference starts. || . Midwives SB/SS
 * Programme

DD

LW SS

SS ||. Ongoing Ongoing

Ongoing

Done Done

Ongoing ||.

Everyone invited to give feedback and/or edit as appropriate.

Have decided a start time. Need to double confirm Frances can open the conference || - Master Facilitators to decide what times they will take responsibility for. - Master Facilitators to decide what times they are available to run practice sessions - Put up a timetable on the wiki. - Update and publish information for facilitators ||. SS/CW/LM/ JBT/ADV
 * Master Facilitators

SS/CW/LM/ JBT/ADV SS SS/ADV ||. Ongoing

Ongoing

Done Done ||.

Everyone to give feedback and/or edit as appropriate. || - DD to ask her daughter to design a VIDM poster ||. DD ||. Ongoing ||  || - Confirm questions - Discuss survey before it is submitted. || . ALL SS/DD/MS/ ADV ||. Ongoing Ongoing ||  || - Organise Fastmail account so that all emails go to generic accounts under the specific responsibility of committee members - Organise forwarding of emails to personal accounts ||. CW
 * Time plan and plan of jobs
 * Evaluation survey
 * Sponsorship

CW ||. Done

Done ||  || - Countdown function to be added to the main wiki page ||. CW ||. Done ||  || it ready to submit by the end of 2013. || SS/CW/ LM/ADV || Ongoing ||  || We would like to have the program confirmed by the end of this week on Friday 5th April before we will advertise the program. // Actions //
 * Countdown function
 * Write a VIDM technology paper with the aim of having
 * 2. Program update**
 * Everybody check the wiki for the information for speakers on Friday 5th April.
 * Sarah S. will check up with Frances Day-Stirk about the opening session

__ Master Facilitator sessions __ Master facilitators to confirm times they are responsible for Sarah S is master facilitator the first 6 hours of the conference from 10 am to 4 pm (NZ time) The hours from 4 pm to 6 pm (NZ time) are very late hours in Eastern Canada and very early hours in Western Europe. Annette will be master facilitator in those two hours. Annette and Jacob will share the 9 hours from 4 pm to 1 am. Lorraine and Chris will share the last 9 hours from 1 am to 10 am. Chris will talk to Lorraine.
 * 3. Facilitators and Master facilitators**

The master facilitators need to agree when the "surgery" sessions will be and decide who are going to facilitate them. The ending session can be quite busy to facilitate and it is good to be an experienced facilitator to facilitate this session. It might be the same thing with the opening session. A midwife Committee member should be the facilitator at the opening session at 10 am (NZ time) on 5th May at the start of the conference and at the session at 9 am (NZ time) on 6th May at the end of the conference. There is already a facilitator who has offered to facilitate the ending session and this means it has to be changed. Deb, Sarah, Annette (or maybe Mary?) could facilitate the opening session and Annette, Linda, Sarah, Deb (or maybe Mary?) could facilitate the ending session.

__ Process for recruiting facilitators __ Facilitators are recruited through the Facebook page, Twitter and personal networks from the Committee members. Facilitators are added to the slots in the program at the wiki along as possible facilitators offer to facilitate sessions.

__ Introducing facilitators to Master facilitators __ __Partnering facilitators with speakers__ The master facilitators will facilitate that the facilitators are paired up with the speakers __ Practice sessions __ We will start with the practicing sessions on 10th April and run them during the weeks up to the conference.

// Actions //
 * SS/JBT/ADV/LM/CW to confirm their slots for acting as Master Facilitators
 * SS/JBT/ADV/LM/CW to pair up speakers with their facilitators

__ Advertise advertising materials – video, “Call the midwife” meme?, speaking video? __ This is postponed for the net Committee meeting
 * 4. Time plan and plan of jobs **

__ Advertise VIDM __ Sarah B. will start advertising on the Facebook page and Twitter Sarah S. and Annette will post the poster and the program on different midwifery mailing lists.

__ Develop media release – update wiki __ Linda and Sarah S will update the media release from last year and mail it to the Committee members. The media release will be put on the wiki. The media release can be posted on relevant webpages.

__ Develop attendance certificate - prepare wiki page __ This is postponed for the next Committee meeting

__ Prepare evaluation survey __ Mary, Deb, Sarah S. and Annette will set up the evaluation survey

__ Develop generic slides for conference ie. welcome and goodbye slides __ This is postponed for the next Committee meeting

__ Set up room prior to conference __ It is important to support interaction between the participants and the participants and the speaker. There might be up to 170 participants at the same time and it is necessary to have a very wide and large chat because the discussion in the chatbox with many participants maybe will move very quickly with a small and narrow chat box. The speakers should be encouraged to be on webcamera if possible while they present because it supports the creation of feeling of presence and ‘being there together’ (Schroeder, 2010). Annette and Jacob will create a proposal for the setup of the conference room.

__ VIDM debrief __ Debrief to be soon after the conference // Actions //
 * SB to start advertising on Twitter and Facebook
 * SS/ADV to circulate the poster (when finished) and the programme on mailing lists
 * LM/SS to finalise the media release, circulate to committee members, post to the wiki.
 * ALL to post the media release to appropriate web sites
 * MS/DD/SS/ADV to set up the evaulation survey
 * ADV/JBT to propose a set up for the conference room
 * CW to set up a poll for the debrief meeting for the Committee 7-14 days after the VIDM conference.

Mary has applied for ethics approval so that we can administer an evaluation survey, using last year's survey as a framework
 * 5. Evaluation survey update **

At the next VIDM meeting we need to discuss if we should have some criteria for how we exclude participants if we need room for the master facilitators, facilitators and maybe Committee members. // Actions //
 * 6. Other business **
 * SS(?)/CW(?) to include how to manage full room in Adobe Connect at the conference on agenda for next meeting.

// Actions //
 * 7. Next meeting **
 * CW will set up a poll for the next meeting during next week.

(E nd)

Back to Table of Contents



Agenda 3 April 2013
Back to Table of Contents //1. Review Actions// - Make 3 Adobe Connect Rooms 1 Meetings room @https://c.deic.dk/vidm/ 2 Practice room @https://c.deic.dk/vidmpracticeroom/ 3 Conference room @https://c.deic.dk/vidmconference/ - Include University College Lillebaelt (UCL), Denmark, logo on all materials as one of the event sponsors. - Update and publish information on the wiki on how to access the Adobe Connect room etc ||. ADV
 * **Action** || **Person**
 * responsible** || **Status** || **Comments** ||
 * Virtual Meeting Room

SS

SS/ADV ||. Done

Done

Done ||. Practice room is set to allow anyone in at any time. Conference room set so that people cannot get in until a host is there – should that be changed?

Please can everyone check/edit? || - Confirm program - Ask Maori midwifery students if they would like to open the VIDM again this year. - Organise a plan for how to facilitate a closing photo show. - ARM to be invited to plan a short opening address - *Update the wiki with information for speakers so that when speakers are confirmed, they can be  directed to the wiki for what to do next - Chase up Frances Day-Stirk about a time that she is available so we can confirm when the conference starts. || . Midwives SB/SS
 * Programme

DD

LW SS

SS ||. Ongoing Ongoing

Ongoing

Done Done

Ongoing ||.

Everyone invited to give feedback and/or edit as appropriate.

Have decided a start time. Need to double confirm Frances can open the conference || - Master Facilitators to decide what times they will take responsibility for. - Master Facilitators to decide what times they are available to run practice sessions - Put up a timetable on the wiki. - Update and publish information for facilitators ||. SS/CW/LM/ JBT/ADV
 * Master Facilitators

SS/CW/LM/ JBT/ADV SS SS/ADV ||. Ongoing

Ongoing

Done Done ||.

Everyone to give feedback and/or edit as appropriate. || - DD to ask her daughter to design a VIDM poster ||. DD ||. Ongoing ||  || - Confirm questions - Discuss survey before it is submitted. || . ALL SS/DD/MS/ ADV ||. Ongoing Ongoing ||  || - Organise Fastmail account so that all emails go to generic accounts under the specific responsibility of committee members - Organise forwarding of emails to personal accounts ||. CW
 * Time plan and plan of jobs
 * Evaluation survey
 * Sponsorship

CW ||. Done

Done ||  || - Countdown function to be added to the main wiki page ||. CW ||. Done ||  || it ready to submit by the end of 2013. || SS/CW/ LM/ ADV || Ongoing ||  || //2. Program update// //3. Facilitators and Master facilitators// // 4. Facilitators and Master Facilitators // //5. Time plan and plan of jobs// //6. Evaluation survey update// // 7. Other business // // 8. Next meeting //
 * Countdown function
 * Write a VIDM technology paper with the aim of having
 * Next stage of information for speakers
 * Indigenous welcome
 * Frances Day-Stirk
 * Master facilitators to confirm times they are responsible for
 * Process for recruiting facilitators
 * Introducing facilitators to Master facilitators
 * Partnering facilitators with speakers
 * Practice sessions
 * Advertise advertising materials – video, “Call the midwife” meme?, speaking video?
 * Advertise VIDM
 * Develop media release – update wiki
 * Develop attendance certificate - prepare wiki page
 * Prepare evaluation survey
 * Develop generic slides for conference ie welcome and goodbye slides
 * Set up room prior to conference
 * VIDM debrief

Back to Table of Contents



Meeting Notes 17/18 March 2013
Back to Table of Contents Present: Sarah Stewart, Chris Woodhouse, Deborah Davis, Annette Dalsgaard Vilain, Jacob Theilgaard, Linda Wylie, Lorraine Mockford Apologies: Mary Sidebotham, Sarah Bandasak - How to manage recordings with Elluminate - Explore user experience of both technologies. - Discuss virtual meeting room by email and decide as a team about which technology to go with. || . LM ALL ALL ||. Done Ongoing Ongoing ||  || - Dr. Michael Klein that we can disseminate EOIs on the MCDG list - Arrange meeting for midwives to meet and assess EOIs and confirm program. - Review number of EOIs - Explore costs of buying a domain and web-hosting, which includes generic email. Also to check how a domain would connect into the wiki. || . SS
 * 1. Review actions**
 * **Action** || **Person**
 * responsible** || **Status** || **Comments** ||
 * Find a virtual meeting room
 * EOIs

SS

LW SS/CW ||. Ongoing

Done

Done ||. Waiting to hear from MS/LW

At next meeting || time that she is available so we can confirm when the conference starts. - Discuss and agree by email who to ask to offer an indigenous welcome. || SS
 * - Chase up Frances Day-Stirk about a

ALL || Ongoing

Ongoing || Frances has confirmed but got her times muddled up || - Committee to give feedback as appropriate || SS || Done || No feedback yet from committee || - Confirm questions || ALL || Ongoing ||  || - Deborah to ask her daughter || DD || Ongoing ||  || of having it ready to submit by the end of 2013. || SS/CW/ ADV/LM || Ongoing ||  ||
 * Time plan for VIDM on wiki
 * Evaluation questionnaire
 * Design a VIDM poster
 * Write a VIDM technology paper with the aim

Discussed the various options for virtual room. The decision was made to use the Adobe Connect web conferencing system for the Virtual International Day of the Midwife 2013 hosted by University College Lillebaelt (UCL), Denmark. Actions:
 * 2. Technology for VIDM 2013**
 * WizQ - cost over $200 for 900 seats but VIDM cannot afford to pay
 * Collaborate/ Elluminate – cannot make videos just after presentation and there can be problems with plugins and Java
 * Adobe Connect – can provide up to 170 seats, all master facilitators are made hosts in the system, facilitators are up graded as hosts when they enter the room and there is a possibility of making the videos just after the presentations
 * Annette to make three Adobe Connect rooms:


 * 1) VIDM meetings room: https://c.deic.dk/vidm/
 * 2) VIDM practice room: https://c.deic.dk/vidmpracticeroom/
 * 3) VIDM conference room: https://c.deic.dk/vidmconference/
 * Sarah to include University College Lillebaelt (UCL), Denmark, logo on all materials as one of the event sponsors.
 * Sarah and Annette to update and publish information on the wiki on how to access the Adobe Connect room etc - everyone invited to give feedback and/or edit as appropriate.

32 EOIs have been submitted with a further 2 sessions already confirmed, as well as the opening session. At least 2 more will submit (RCM professor Billie Hunter, UK and senior lecturer Helle Johnsen, Denmark). Actions:
 * 3. EOI update**
 * Program to be decided at meeting of midwives at the weekend.

It was decided to arrange a Maori welcome again, as last year's welcome was so warmly appreciated. Frances Day-Stirk, president of the ICM, has agreed to give an opening talk but there continues to be a small confusion about the times – we decided that come what may, we would start at 10 am New Zealand time. As one of our sponsors, the ARM would also be invited to give a few words of welcome to the event. It was felt there should be a formal closing of the VIDM as last year people felt a sense of anti-climax as things just stopped with no formal closing. Deborah suggested a closing photo show.
 * 4. Opening and closing speakers**
 * Actions: **
 * Sarah S to ask Sarah B to ask her colleagues if they would like to open the VIDM again this year.
 * Sarah to confirm opening time with Frances Day-Stirk and her team.
 * Deborah to organise a plan for how to facilitate a closing photo show.
 * Linda to plan a short opening address on behalf of the ARM.
 * Sarah to update the wiki with information for speakers so that when speakers are confirmed, they can be directed to the wiki for what to do next - everyone invited to give feedback and/or edit as appropriate.

Annette, Chris, Sarah, Lorraine, Jacob agreed to be Master Facilitators – they will be given “host” access to Adobe Connect. Deb and Linda agreed to be facilitators. Once the program is complete, then we will make a general call for facilitators. Actions:
 * 5. Facilitators and Master Facilitators**
 * Master Facilitators to decide what times they will take responsibility for.
 * Master Facilitators to decide what times they are available to run practice sessions – Sarah to put up a time table on the wiki.
 * Sarah and Annette to update and publish information for facilitators - everyone invited to give feedback and/or edit as appropriate.

Everyone invited to give feedback and/or add to the list of jobs which can be found on the wiki: http://vidm.wikispaces.com/Timeline+2013 Actions:
 * 6. Time plan and plan of jobs **
 * Deborah to ask her daughter to design a VIDM 2013 poster.

Mary is applying for ethics approval so that we can administer an evaluation survey, using last year's survey as a framework. Sarah and Deborah have suggested additional questions. Actions:
 * 7. Evaluation survey**
 * Sarah, Deborah, Annette and Mary to meet to discuss survey before it is submitted.

Sarah has bought the domain: www.vidm.org The Association of Radical Midwives has funded a Fastmail account which allows us to have generic emails. Chris is organising the account. Actions:
 * 8. Sponsorship**
 * A general and default email: info@vidm.org (Chris),
 * facilitators: facilitator@vidm.org (Lorraine)
 * programme and conference generally: admin@vidm.org (Linda)
 * Chris to forward all e-mails to Chris Woodhouse, Lorraine Mockford, Sarah Stewart, Linda Wylie and Annette Dalsgaard Vilain.

Chris suggested a countdown function on the main wiki page Actions: Sarah will set up the front page once we have the program, and the countdown function can be added in afterward, if we all like it.
 * 9. Other business**
 * Everyone to check out what the countdown looks like: http://vidm.wikispaces.com/countdowntest

Agreed to meet between 31 March and 10 April
 * 10. Next meeting**
 * Chris will organise a Doodle poll

(End) Back to Table of Contents

 **Agenda 17/18 March 2013** Back to Table of Contents //1. Review Actions// - How to manage recordings with Elluminate - Explore user experience of both technologies. - Discuss virtual meeting room by email and decide as a team about which technology to go with. || . LM  ALL ALL ||. Done Ongoing Ongoing ||  || - Dr. Michael Klein that we can disseminate EOIs on the MCDG list - Arrange meeting for midwives to meet and assess EOIs and confirm program. - Review number of EOIs - Explore costs of buying a domain and web-hosting, which includes generic email. Also to check how a domain would connect into the wiki. || . SS
 * **Action** || **Person**
 * responsible** || **Status** || **Comments** ||
 * Find a virtual meeting room
 * EOIs

SS

LW

SS/CW ||. Ongoing

Done

Done ||. Waiting to hear from MS/LW

At next meeting || time that she is available so we can confirm when the conference starts. - Discuss and agree by email who to ask to offer an indigenous welcome. || SS
 * - Chase up Frances Day-Stirk about a

ALL || Ongoing

Ongoing || Frances has confirmed but got her times muddled up || - Committee to give feedback as appropriate || SS || Done || No feedback yet from committee || - Confirm questions || ALL || Ongoing ||  || - Deborah to ask her daughter || DD || Ongoing ||  || of having it ready to submit by the end of 2013. || SS/CW/ ADV/LM || Ongoing ||  || // 2. Technology for VIDM 2013 // //3. EOI update// // 4. Opening and closing speakers // //5. Facilitators and Master Facilitators// // 6. Time plan and plan of jobs //
 * Time plan for VIDM on wiki
 * Evaluation questionnaire
 * Design a VIDM poster
 * Write a VIDM technology paper with the aim
 * Confirm which room we will use
 * Indigenous welcome
 * Frances Day-Stirk
 * ARM
 * Closing speaker
 * Update wiki with information for facilitators
 * Update wiki with information on how to use the virtual meeting room
 * Advertise for facilitators – wait for program to be complete?
 * By 25 March – update wiki with instructions for speakers on how to use the technology
 * 25 March -Deadline to complete EOI evaluations
 * 28 March Notify speakers with information about how to use the technology, populate program, update wiki
 * Confirm facilitators – send them information about their role, introduce them to their Master Facilitator
 * Introduce facilitators to speakers
 * Advertise advertising materials – video, “Call the midwife” meme?, speaking video?
 * Advertise VIDM
 * Develop media release – update wiki
 * Develop attendance certificate - prepare wiki page
 * Submit ethics application
 * Develop evaluation survey - prepare wiki page
 * Arrange practice sessions
 * Develop generic slides for conference ie welcome and goodbye slides
 * Set up room prior to conference
 * VIDM debrief

//7. Evaluation survey// //8. Sponsorship// // 9. Other business // // 10. Next meeting // (End) Back to Table of Contents
 * Additional questions/delete questions
 * ARM
 * Domain and emails



Meeting notes 27/28 February 2013
Back to Table of Contents Present: Sarah Stewart, Chris Woodhouse, Lorraine Mockford, Annette Dalsgaard Vilain Apologies: Deborah Davis, Mary Sidebotham, Linda Wylie -Ask OP if we can use their room -Confirm number of seats in Elluminate room -Research alternative rooms ||. SS LM SS/ADV ||. Done Done Done ||  || - Disseminated ||. All ||. Done ||. Dissemination in progress || - last year's criteria -check ACM's criteria for their Hobart conference ||. SS MS ||  ||   || - find last year's media release || LW SS || Done ||  || There are two main choices for the virtual room – Collaborate hosted by Lorriane's institution and Adobe Connect hosted by Annette's institution. We have had experience over the years with both technologies, and there is information in the wiki history that we can re-use about both technologies. Both institutions will give us access as moderators, and give us access in the run up to the VIDM as we can practice etc. And both institutions offer the number of seats that we require. In terms of quality of product, both have their pros and cons, depending on people's particular preferences and personal experiences.
 * 1. Review actions**
 * **Action** || **Person**
 * responsible** || **Status** || **Comments** ||
 * Find a virtual meeting room
 * EOI signed off
 * Develop criteria for “judging” EOI
 * Develop timeline for EOIs || CW/MS || Done ||  ||
 * Confirm opening speaker || MS ||  || Frances Day-Stirk has said she'll do it but Sarah hasn't heard back about a time ||
 * Manage social media || LM/SB ||  || Ongoing ||
 * Time plan for VIDM || SS ||  ||   ||
 * Develop media release
 * 2. Technology for VIDM 2013**
 * Annette's institution – Adobe Connect 170 -200 seats
 * Lorraine's institution – Elluminate/Collaborate 150-200 seats
 * Otago Polytechnic – Adobe Connect 100 seats
 * Wiziq – 999 seats – nominal charge (Via Gloria LeMay)
 * Collaborate – will be supported by IT people over the weekend. However, recordings will be an issue – they will need to be edited, which is a time-consuming job.
 * Adobe - no IT support from the institution on the day of the conference. However, recordings are easily accessed and can be placed on the wiki instantly.

Actions:
 * Lorraine will research the issue of recordings and get back to us.
 * Explore user experience of both technologies.
 * Discuss this issue by email and decide as a team about which technology to go with.

Criteria for evaluating EOIs were embedded in the EOI itself, so we'll continue to use that. Dissemination of EOIs continue. Discussed setting up a generic email so that the whole team has access to emails, which also supports succession plan and prevents the load of answering emails on one person's shoulders. Discussed what we would do if we do not get enough speakers. Strategies would include extending date for EOIs and shoulder-tapping potential speakers. Actions:
 * 3. EOI review **
 * Sarah will write to Dr. Michael Klein and ask that we can disseminate EOIs on the MCDG list
 * Sarah to arrange meeting for midwives to meet and asses EOIs and confirm program.
 * Check with Linda about how many EOIs have come in so far.
 * Sarah and Chris to explore costs of buying a domain and web-hosting, which includes generic email. Also to check how a domain would connect into the wiki.

Frances Day-Stirk has accepted our invitation to open the VIDM but as yet, we're waiting to hear back from her about a preferred time – this will impact on the time that we start the conference. We discussed repeating the indigenous welcome as we did last year. Last year we agreed that we would rotate the welcome around the world, and suggested that we invite an Aboriginal or Torres Strait Islander midwife to open the VIDM this year. However, the Maori welcome that included a beautiful welcoming song was very well received last year, so should we go with that again, especially as we always start in the New Zealand time zone? Actions:
 * 4. Opening and closing speakers**
 * Sarah to chase up Frances Day-Stirk about a time that she is available so we can confirm when the conference starts.
 * Discuss and agree by email who to ask to offer an indigenous welcome.

Delayed this discussion until technology is decided.
 * 5. Facilitators and Master Facilitators**

Sarah has devised a list of jobs based on information from previous years, however, this is a dynamic list which we can add to. Actions:
 * 6. Time plan and plan of jobs**
 * Sarah to plug in the jobs into the time line that Chris has developed on the wiki - committee to give feedback as appropriate.

Mary has agreed to submit the survey to the Griffith University ethics committee. Sarah and Deborah has suggested additional questions that could be added to the evaluation survey. These need to be confirmed so that Mary can add them before they go to the ethics committee. Mary is away for 3 weeks so we need to complete that decision before she gets back. Actions:
 * 7. Evaluation survey**
 * Email discussion by committee to confirm questions

Agreed that we need to progress a publication plan to include a paper about the technological “how to” aspects of VIDM, and poster which can be disseminated for face-to-face use. Actions:
 * 8. Other business**
 * Deborah to ask her daughter to design another poster like she did last year
 * Sarah to facilitate a meeting with Lorraine, Chris and Annette to write a VIDM technology paper with the aim of having it ready to submit by the end of 2013.

Plan to have meeting just before Easter, and again afterwards. Actions: (End) Back to Table of Contents
 * 9. Next meeting**
 * Chris to send Doodle invite for meeting just before end of March.



Agenda 27/28 February 2013
Back to Table of Contents Apologies: Deborah Davis (DD), Mary Sidebothaam (MS) //1. Review actions// -Ask OP if we can use their room -Confirm number of seats in Elluminate room -Research alternative rooms ||. SS LM SS/ADV ||. Done Done Done ||  || - Disseminated ||. All ||. Done ||. Dissemination in progress || - last year's criteria -check ACM's criteria for their Hobart conference || SS MS ||  ||   || - find last year's media release || LW SS || Done ||  || // 2. Technology for VIDM 2013 // // 3. EOI review // // 4. Opening and closing speakers // //5. Facilitators and Master Facilitators// //6. Time plan and plan of jobs//
 * **Action** || **Person**
 * responsible** || **Status** || **Comments** ||
 * Find a virtual meeting room
 * EOI signed off
 * Develop criteria for “judging” EOI
 * Develop timeline for EOIs || CW/MS || Done ||  ||
 * Confirm opening speaker || MS ||  || Frances Day-Stirk has said she'll do it but Sarah hasn't heard back about a time ||
 * Manage social media || LM/SB ||  || Ongoing ||
 * Time plan for VIDM || SS ||  ||   ||
 * Develop media release
 * Aboriginal/Torres Strait welcome

// 7. Evaluation survey // // 8. Other business // // 9. Next meeting // (End) Back to Table of Contents

 **Meeting minutes 12 February 2013** Back to Table of Contents (End) Back to Table of Contents
 * 1. What technology are we going to use for the meeting day?**
 * WebEx - Cisco are interested in sponsoring a meeting room for the VIDM with seats for app. 250 people. WebEX is not a 'sexy' and dynamic as Adobe Connect or Elluminate.
 * Adobe Connect - Sarah S. will check. if we can get access through Otago Polytechnic with more than 100 participants at the time.
 * Elluminate/ Collaborate - Lorraine have access at her work
 * We will use Adobe Connect or Elluminate/Collaborate for the VIDM
 * 2. Process for managing the speakers **
 * Requirements for EOI: Sarah contact different international mailing list, Annette contact the ICM jisc mailing lisst for Normal Birth, Research and Education. Linda will contact Lesley Page (RCM), AIMS and ARM
 * Advertising for speakers. Mary has made a document on the VIDM. There is deadline for commenting on this by email by the end of this week
 * Information on wiki
 * How to judge EOI? Are we going to have criteria for the VIDM conference? Sarah will check up on last years criteria. Mary wil check up on ACMs criteriteria to see if we can adapt them.
 * Chris will manage the time slots
 * 3. Updating wiki **
 * Chris and Mary will work out the time frames.
 * Mary will contact Frances Day-Stirk and ask her to be a key note speaker and opening speaker. Mary will try to find other options if Frances is not available: Holly Powell Kennedy, Tina Lavender.
 * 4. Social media **
 * Sarah Bandasak, Lorraine, Linda and Sarah S. will do the social media
 * 5. Opening and closing sessions **
 * What time will we start?
 * Keynote speaker - Suggestions: Indonesian midwife Robyn Lynn, Karen Guilland (correct spelling?), Frances Day-Stirk. Mary will contact Frances Day-Stirk and ask her to be a key note speaker and opening speaker. Mary will try to find other options if France is not available: Holly Powell Kennedy, Tina Lavender.
 * 6. Facilitators and Master Facilitators **
 * We will postpone the decision on master facilitator and facilitator to next meeting
 * 7. Time plan and plan of jobs **
 * Who else can we co-opt into this project?
 * Sarah S. will do a time plan and circulate it.
 * 8. Media release **
 * 9. Sponsorship**
 * Deborah has written a document on sponsorship.
 * Agreed to consider sponsorship for VIDM 2014???
 * 10. Succession planning **
 * 11. Other business**
 * 11. Other business**

 **Agenda 12 February 2013** Back to Table of Contents //1. What technology are we going to use for the meeting day?// //2. Process for managing the speakers// //3. Updating wiki// //4. Social media// //5. Opening and closing sessions// //6. Facilitators and Master Facilitators// //7. Time plan and plan of jobs// // 8. Media release // // 9. Sponsorship // // 10. Other business // (End)
 * requirements for EOI
 * advertising for speakers
 * information on wiki
 * how to judge EOI
 * managing time slots
 * Who else can we co-opt into this project?

Back to Table of Contents